EXECUTIVE ASSISTANT/OFFICE ADMINISTRATOR
Champagne Centre is seeking an organized and dependable Executive Assistant/Office Administrator to provide administrative support to the President while coordinating the day-to-day administrative needs of the office.
This is a hands-on administrative role supporting the Executive while coordinating the day-to-day administrative needs of the office. The role combines executive support, meeting and travel coordination, vendor and invoice administration, and office coordination.
Champagne Centre is a professional medical centre providing a welcoming, well-organized environment for patients, healthcare professionals, tenants and visitors. The Centre is owned by BST Canada, a growing real estate investment and development company with an entrepreneurial, hands-on approach to creating value across its portfolio.
Why Join Champagne Centre?
Join a growing organization supported by an international group with a 50-year legacy, while working closely with a collaborative and entrepreneurial Canadian team.
This is a highly visible role with broad responsibility and the opportunity to work closely with senior leadership and a wide range of internal and external stakeholders.
For someone who enjoys being organized, taking ownership and keeping people, information and priorities moving forward, this is an opportunity to make a visible contribution every day.
About the Career Opportunity
The Executive Assistant/Office Administrator will provide administrative and office support across the organization.
Administrative and Executive Support
- Manage and maintain the Executive's calendar and schedule
- Coordinate meetings, appointments, conference calls and other commitments
- Coordinate travel arrangements, accommodations and transportation as required
- Prepare meeting agendas, presentations and supporting materials
- Prepare correspondence, letters, memos, emails and other communications
- Manage incoming and outgoing phone and email communication
Meeting Coordination and Follow-Through
- Coordinate meeting rooms, technology, refreshments, materials and other logistics
- Attend meetings as required and prepare accurate meeting minutes
- Document decisions, action items, responsibilities and deadlines
- Communicate follow-up requirements to relevant parties
- Track outstanding action items and follow up as required
- Maintain organized meeting records and materials
Office Administration
- Coordinate the day-to-day administrative requirements of the office
- Order and maintain office supplies and equipment
- Coordinate incoming and outgoing mail, courier deliveries and packages
- Coordinate office repairs, maintenance and other workplace requirements
- Liaise with building management and service providers as required
- Maintain office-related service agreements and supporting documentation
- Identify administrative needs and coordinate practical solutions
Invoices and Administrative Support
- Coordinate routine communication with office vendors and service providers
- Process and enter invoices and maintain supporting documentation
- Track invoices, expenses, service agreements and other administrative information
- Maintain spreadsheets, reports, schedules and administrative records
- Provide information and documentation required by Accounting
- Provide administrative support for projects and business activities as required
What You Bring
- Post-secondary education in Business Administration, Office Administration or a related discipline preferred
- 3–5 years of experience in an administrative, office coordination, executive support or similar role
- Experience supporting an executive or leadership team in a professional business environment
- Experience with calendars, meetings, correspondence and confidential information
- Experience preparing meeting agendas, minutes, action items and follow-up
- Experience coordinating vendors, service providers, invoices, office supplies and administrative processes
- Strong proficiency in Microsoft Office, including Outlook, Word, Excel and PowerPoint
- Strong organization and attention to detail
- Strong written and verbal communication skills
- Ability to manage multiple priorities and changing requirements
- Ability to work independently, use good judgment and follow through on responsibilities
- Professional, approachable and service-oriented
- Ability to work collaboratively with colleagues, service providers and other business contacts
- Takes initiative, solves routine problems and follows through on commitments
- Demonstrates respect, accountability and a willingness to learn and grow
- Intellectual curiosity, adaptability and a demonstrated commitment to continuous improvement and high-quality work
Why This Opportunity?
Competitive compensation and rewards - attractive salary, performance incentives, comprehensive benefits and a competitive total rewards package.
A role with real responsibility and visibility - provide high-level administrative support to the executive and leadership teams while taking ownership of the administrative operations, meetings, vendors and office services that keep the organization running effectively.
Make a measurable impact - bring structure, organization and follow-through to a growing organization, helping keep people, information and priorities moving forward.
Grow with a scaling organization - increasing responsibility and professional development opportunities as the portfolio and organization continue to expand.
Be part of a collaborative culture - where respect, collaboration, transparency, ownership and growth shape how we work, and every team member is encouraged to contribute ideas and make a meaningful impact.
Ready to Make an Impact?
If you are an experienced Executive Assistant or Office Manager who enjoys being organized, staying ahead of priorities and making things happen, we want to hear from you. Please submit a resume along with salary expectations for consideration. We thank all applicants for their interest; however, only those selected for an interview will be contacted.
Apply Today For A Rewarding Career Tomorrow.
Champagne Centre is an equal opportunity employer committed to fostering an inclusive, equitable and accessible workplace where every team member feels valued, respected and supported, with opportunities to reach their full potential. Applications are welcomed from individuals of all backgrounds. Should accommodation be required at any stage of the recruitment process, Champagne Centre will work with candidates to meet their needs.
